Core-CT HRMS User Group Meeting - March 13 & 14, 2007 Agenda

State of ConnecticutCore-CT Project HRMS Users Group Meeting March 13 & 14, 2007

Agenda

Upcoming Financials Outage – No HRMS Impact March 16 - 19 HRMS has normal hours of operations Projects Implementation Effective with the new Fiscal Year 4 Agencies participating: DOT, DoIT, DPW, DEP Welcome Core-CT HRMS Updates

Welcome Core-CT HRMS Updates • User Forum • Offered as part of future HRMS User Group Meetings • Chance for agencies to ask questions of one another and • share best practices

Agenda

Mass Salary Annual Increase: January 2007 Annual Increases (3 month delay) for bargaining units: NP-4 and NP-5 First preliminary report ran on 03/01/2007. Second preliminary report scheduled to run on 03/16/2007. Final report will run on 04/07/2007. Human Resources Update Mass Salary Annual Increase

First report ran on 3/1/2007; second and third preliminary reports will run on 3/16/2007 and 3/30/2007 respectively. Final processing and reports will take place on Friday, 4/06/2006. Note: reports become available Saturday, 4/07/2007. Human Resources Update Longevity

Cleanup of Recycled and Denied positions should be completed prior to June 6, 2007. Update the row and send back through the approval process if approval is required. Request Central Core-CT remove the row if the update is no longer required. Inactivate the position, if appropriate. Agencies can also review Position Approval History Report for day to day review. Human Resources Update Fiscal Year End Tasks – Important Reminders

Human Resources Update Fiscal Year End Tasks – Important Reminders, Continued • Agency Position Specialists are encouraged to limit the number of position updates performed from mid-May through June 15, 2007. • Any positions in proposed status will not be updated for Fiscal Year End. • Positions that are in the approval process during the Fiscal Year transition will require review for the correct budgeting upon approval. - Positions may need to be resubmitted for approval again after the Fiscal Year transition.

Human Resources Update Fiscal Year End High Level Sequence of Events • Position file will be transferred to OPM on June 6, 2007. • OPM will review and forward to Agencies’ Financial and HR units on June 8. • Once file is returned to OPM, OPM will return file to Core-CT on June 15, 2007 with the new budgeting information for all positions. • Agency Position Specialists will have view only access in Position Data from June 18th to close of business June 22nd. • The new budgeting information will be loaded into Core-CT the week of June 18th and a new row dated June 8, 2007 will be inserted into the Position.

Human Resources Update Fiscal Year End Assistance • The HRMS Fiscal Year End Job Aid will be available the beginning of April. • Fiscal Year End morning and afternoon workshops are scheduled for April10th at DOIT. • Job Aid will be announced in the Daily Mail.

Reminder on New Job Aids: Employee Class Date Definitions for Human Resources http://www.core-ct.state.ct.us/user/hrjobaids/hr/default.htm Human Resources Update Job Aids

Human Resources Update Job Data Update • Probationary Date - Employee Class set to Probationary Period Classified or Unclassified must be completed in Job Data. - The field reflects the final day of the working test period. • Appointment End Date - Employee Class set to a type that has an end date must be completed in Job Data.

Human Resources Update Position Workflow Update • Position workflow has been updated to follow the processing rules prescribed by the approving agencies (DAS, OPM). • - Previously some actions not requiring OPM approval routed there incorrectly. • Workflow path for each action is now printed on the Position Approval page in the Approvers field.

Human Resources Update Position Workflow Update, Continued

Human Resources Update Position Workflow Update, Continued • Changes made to the action by approvers which alter the workflow path are now handled by recycling to originator. • - Approval path can be reset. • - Prevents disconnects. • Position reclassification actions with a “Manager Level” of Supervisory, Mgr/Director, Administrator, Appointed Official or Not Assigned routes to DAS and OPM for agencies with approval requirements. • - Manager Levels below routes only to DAS.

Human Resources Update Position Workflow Update, Continued

Human Resources Update Position Workflow Update, Continued • The Mass Position Refill process (which resets the refill indicator back to manual after the refill period expires) has been updated. • - Successfully ran January 31 with few resets. • - Agencies should continue to request early resets for • recruitment, if appropriate.

Position values will be evaluated for conformance with the job code table when a new position row is added. Values reviewed are: Reg/Temp, Title, Union Code, Salary Plan, Grade, and Step. Overridden values will be highlighted in yellow. Highlighted values will eliminate accidental changes and inadvertent approvals. Human Resources Update Anticipated Position Changes

Human Resources Update Anticipated Position Changes, Continued • Position rows added with the same previous effective date will automatically increase the Effective Sequence. • Assist with position workflow. • Job code search page in position data will include job code description.

Human Resources Update Anticipated Position Changes, Continued

Mass Position update – New process to implement mass update of approved positions is under development. Core-CT will process most position changes when OJE and other job class changes occur affecting job code default values. Agencies will still be required to update job data. Human Resources Update Anticipated Position Changes, Continued

Agenda

Daily mail used to communicate issues, workarounds, new processes, etc. to users Very important for users to read them Agencies should ensure that appropriate staff receive daily mails Self Service agencies are required to communicate relevant information to agency users as Time Reporters are not on the distribution list. Time and Labor Update Daily Mail

Bargaining Unit 04 – Non Bargaining Unit Employees Workgroups for this BU have no rules attached. No exceptions will be created for sick subsets (sick family, funeral time, etc.). Agencies must track sick usage manually. Overtime must be hard coded for straight time and time and a half. Time and Labor Update Workgroups

Congratulations on clearing exceptions! New report of exceptions – Time and Labor > Reports > Exception Report Has same information as on-line Exception page New functionality for 8.9 Exception will be created for each instance of attendance on that day. Time and Labor Update Exceptions

Time and Labor Update Schedule Requests Please send all schedule requests to Help Desk via ticket!

Two different Comp Time reports: Time and Labor > Reports > Comp Expiration Report – shows comp time that will expire in the future. Time and Labor > Reports > Expired Comp Time Report – shows comp time that has expired in the past. Time and Labor Update Comp Expiration Reports

Reports run by Agency: Reported Time – displays what has been entered on the timesheet (Reported Time); can request specific TRCs. TRC Usage – displays Payable Time with a status of TP, PD or CL; can be used as a tool to verify if an employee has exceeded sick family, family funeral, or any other subset of sick. Time and Labor Update Time and Labor Auditing Reports

Reports run by Agency, Continued: Time Summary – displays time which has been processed by Time Administration and will be sent to Payroll as well as any prior period adjustments which were processed during the pay period specified; each part of the report can be run separately; time which will NOT be sent to Payroll such as rejected or needs approval will not be on the report. Time and Labor Update Time and Labor Auditing Reports, Continued

Reports run by Agency, Continued: Exceptions – will report on any exceptions which remain unresolved since 10/17/03; the report will offer suggestions for clearing the exception; contact Help Desk if unable to clear; cleared exceptions need to run through Time Administration before they will be resolved. Time and Labor Update Time and Labor Auditing Reports, Continued

Reports run by Agency, Continued: Department Payable Status – displays Payable time with the specified status; Estimated, Needs Approval, Approved, Rejected, Taken By Payroll, Closed; very useful for self service agencies. Standard Hours vs. Reported Hours – used to verify that time has been posted correctly; will provide information for underpayments and overpayments. Time and Labor Update Time and Labor Auditing Reports, Continued

Reports run in Batch: Employees Not Processed by Payroll CTTLR380 – shows employees that had time which was not picked up by Payroll and will not be paid. Time Reporter / Job Maintenance CTTLR385 – will display employees whose Time Reporter Data page was updated to match the status (Active, Inactive) on Job Data; will have impact on time posted on the Timesheet. Time and Labor Update Time and Labor Auditing Reports, Continued

Reports run in Batch, Continued: Payable Time Maintenance CTTLR390 – will display Payable time which will NOT be sent to Payroll; usually represents time adjustments which net to zero; on Payable Time Details page this time will be marked for deletion; five weeks after it is marked it will be deleted from the table. Time and Labor Update Time and Labor Auditing Reports, Continued

Agenda

Benefits Carrier Remittance and Employee Premium Audit Process Open Enrollment 2007 Benefits Update Upcoming Activities

Redesign Features: Carriers will be paid a monthly premium based on enrollment data in Core-CT Historical Data Agency premium payment audits Retroactive benefit transactions New/Updated Reports Auto Queries Benefits Update Benefits Carrier Remittance and Employee Premium Audit Process

Monthly Carrier Premium Payments: For each individual enrolled in a medical, dental, prescription and /or life insurance plan, a monthly premium will be paid to the carrier. Transactions having an effect on benefits must be processed in a timely manner to ensure the accuracy of the payments to the carrier. Benefits Update Benefits Carrier Remittance and Employee Premium Audit Process

Monthly Carrier Premium Payments, Continued: The Payment and Discrepancy Report, although run through a single run control, is actually two separate reports. The Payment report shows the employee/employer amounts expected/paid and the amount of the monthly premium paid to the carrier. The Discrepancy report lists employees where the amount expected differs from the amount paid. Benefits Update Benefits Carrier Remittance and Employee Premium Audit Process

Historical Data: As of March 1, 2007, the process maintains historical data for carrier payments and employee premium payments to assist in auditing and problem solving. Benefits Update Benefits Carrier Remittance and Employee Premium Audit Process

Audit of Employee Premium Payments: Along with ensuring proper enrollment in benefits, agencies must verify that their employees have properly paid their share of premiums. The Discrepancy report lists employees where the amount deducted from their check or the amount paid through benefits billing is higher or lower than the amount the employee was expected to pay during the month. Benefits Update Benefits Carrier Remittance and Employee Premium Audit Process

Audit of Employee Premium Payments, Continued: Agencies must review the records of the employees listed on the Discrepancy report to ensure that they are in good order and if not, take the necessary corrective action. A new audit report has been created to assist agencies in evaluating employee premium obligations. The audit report can be run by department or by employee for a specified date range. It will list employees whose records do not balance for the specified period. Benefits Update Benefits Carrier Remittance and Employee Premium Audit Process

Audit of Employee Premium Payments, Continued: Since the audit report uses the new historical information table, it can be run from March 1, 2007 forward. Once an audit has been completed and an employee has been found to have over or under paid, agencies should contact the Core-CT Help Desk to begin the process of collecting or refunding premiums. Benefits Update Benefits Carrier Remittance and Employee Premium Audit Process

Audit of Employee Premium Payments, Continued: Employees who have an outstanding premium balance for a period of 60 days, have failed to maintain a repayment plan and have not responded after having been notified via certified return receipt mail that they have overdue premiums, must have their coverage terminated for non-payment of premiums. The termination is retroactive to the date the last full premium was received. Benefits Update Benefits Carrier Remittance and Employee Premium Audit Process

Audit of Employee Premium Payments, Continued: Every effort should be made to begin the repayment schedule prior to terminating employee benefits for non-payment of premiums. Employees must be notified in writing that they are in danger of losing their coverage via certified return receipt mail. Use the manual BAS activity of TNP (Termination for Non-Payment) for these transactions. Note that TNP is not a COBRA qualifying event. Benefits Update Benefits Carrier Remittance and Employee Premium Audit Process

Retroactive Benefit Transactions: New Job Aid - http://www.core-ct.state.ct.us/user/hrjobaids/ben/default.htm The new remittance process will adjust carrier premiums only for the previous month if a retroactive change in benefit elections is made. Any retroactive changes greater than 60 days old require the approval of the Central Benefits Unit. Benefits Update Benefits Carrier Remittance and Employee Premium Audit Process

Retroactive Benefit Transactions, Continued: Planned Change - After August 1, 2007, agencies will be limited in processing benefit events with an effective date greater than 60 days old. Internal Revenue Code Selection 125 Always verify Coverage Elections. Benefits Update Benefits Carrier Remittance and Employee Premium Audit Process

Reports: Payment and Discrepancy Report Premium Audit Report Benefits Update Benefits Carrier Remittance and Employee Premium Audit Process

Core-CT HRMS User Group Meeting - March 13 & 14, 2007 Agenda